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02-01-10 PCITEM 2-1 OTSEGO PLANNING COMMISSION MEETING OTSEGO CITY HALL FEBRUARY 1, 2010 7 PM 1. Chair Black will call the meeting to order. Chair Black called the meeting to order at 7 PM. Roll Call: Chair Pam Black; Commissioners: Dave Thompson, Tammie Fallon and Aaron Stritesky. Commissioner Jim Kolles arrived at 7:05 PM. Excused absences: Brian Gerten, Richard Nichols and John Thelen. City Council: CM Vern Heidner and Mayor Jessica Stockamp. Staff: Dan Licht, City Planner; Mike Robertson, City Administrator and Tami Loff, City Clerk. 2. Consider the following minutes. 2.1. January 4, 2010 Planning Commission Meeting. Commissioner Thompson motioned to approve as written. Seconded by Commissioner Fallon. All in favor. Motion carried. 3. Planning Items: PUBLIC HEARING: 3.1. Repeal of Section 96 of the Zoning Ordinance establishing a Heritage Preservation Commission and procedures for designation of Heritage Preservation Sites. City Planner Licht presented the Planner's Report. The City Council has initiated a review of the Heritage Preservation Commission (HPC) to consider its future role and responsibilities. HPC Chair Ron Black stated the commission wants to know the view of the applicant and what brought this on. City Clerk Tami Loff attested that proper noticing, posting and publishing was completed. Chair Black opened the Public Hearing at 7:06 PM. City Administrator Robertson said the City Council directed staff to go through this process. Unlike the Planning Commission which specifically has staff that provides information which the Planning Commission reviews and then makes their recommendation, the other commissions were set up to be working commissions. They were expected to do work without getting much assistance from staff. In the past five years the HPC's main interest has been the MacDonald -Peavey house. They have made suggestions which all had costs associated with them that the City Council was not willing to spend. Ron Black, 9467 Parkington Ave, HPC Chair, the HPC was established in 1994. Since its establishment it's accomplished a number of things but lately has not accomplished as much as they would have liked. One purpose of the commission is to safe guard the heritage of the city by preserving sites and structures. Another purpose is to promote the preservation and continued use of historic sites and Planning Commission Meeting February 1, 2010. Page 2. structures of the city and third is to foster civic pride in the beauty and notable accomplishments of the past. One duty of the commission is to solicit gifts, contributions and contributions to be made to the city and to assist in the preparations of applications for grant funds for the purpose of heritage preservation. The HPC currently has a project that has been identified and that is the MacDonald -Peavey house. The state currently has about $6.7 million dollars that they have to give away to these types of projects. With potential funding available the question the commission has why has the City Council decided at this point in time to abolish the commission. Chris Wilson, 8600 NE Odean Ave, said she has been on the HPC for nine years. Mrs. Wilson said the state money has to come through a city commission so if you want money you have to keep the Heritage Commission. The commission sees the purpose of the John MacDonald house as a site to store historic materials. These materials currently are sitting in recycling bins in the Public Works building. The thought was that the MacDonald house could be set up as a safe storage and display area opened on Heritage Day. State money could also be used for the old school house which is currently just storing old office furniture. Shirley Isaacson, 15478 95th St, HPC member since 2006. Asking that you not separate the HPC from the city. They have done several things one was the Heritage book of Otsego. They are currently working toward restoring of the MacDonald house. Gail Anderson, 10410 Kahler Ave, resident since 1995 just came to the last Heritage Commission meeting after reading of it possibly disbanding and is interested in the commission. Commissioner Thompson asked what the cost of the commission is. City Administrator Robertson said it is very minimal. Commissioner Stritesky asked when the State starts offering the legacy money. Mrs. Wilson said you can apply until February 26th for this year. Mrs. Wilson said they are also offering money to digitalize records and she said the records from the cemetery are currently in the manager's basement on a rolodex so this is another potential project. Chair Black closed the Public Hearing at 7:26 PM. Commissioner Fallon asked how many commission members the HPC have. HPC HPC Chair Black said keeping up membership has been difficult. They are allowed seven members and currently have six members. Flyers were sent out this last fall and two people came to the last meeting. Commissioner Fallon asked how long they have been working on the MacDonald - Peavey house. HPC Chair Black said in 2004 the property was reviewed for historic status by a consultant. Chair Black said the city owns the old school house and the MacDonald -Peavey house, what would be the advantage of getting rid of it. Commissioner Fallon asked what the role of the Planning Commission is for this decision, what should they focus on. City Planner Licht said that this is a decision Planning Commission Meeting February 1, 2010. Page 3. that requires a public hearing. The Planning Commission has interest in the role of the HPC as it relates to community identity and land use goals. Chair Black said she is not comfortable with doing away with the HPC commission. Is there a middle ground -can they meet quarterly or every other month? CM Heidner said the City Council would look at alternatives and to do any changes the Public Hearing had to take place. Commissioner Stritesky said he would hate to see it go away and that he likes to see the original buildings. With the state funding it would not be a burden on the city itself. Commissioner Thompson said he is looking at having yearly goals and reporting requirements established as in the Planner's report. Chair Black said she doesn't like that because it sounds like then someone else will tell them what to do for the year. City Planner Licht said it is more to establish some goals for them. Commissioner Fallon said a big thing the commission might be overlooking is you can't do that with history. You can't pinpoint what they are going to accomplish. City Administrator Robertson said the issue is having goals that they can accomplish. Commissioner Fallon said can see little goals they have to be able to get the money and then the amount they get may not be able to do everything. Commissioner Kolles said it would be a shame to let the HPC fall by the way side. There is a great need for it. If there is money available from the state and we can receive some of that then we should. A lot of effort has already come from the commission members. He feels it's been well worth the time and effort. Commissioner Fallon said she would like to see the MacDonald -Peavey house go to the way side but to continue with other projects. CM Heidner said about ten years ago the City Council purchased a computer scanner for the photos and the city is currently looking at document retention and scanning some of the historic materials as part of this makes sense. CM Heidner said the commission doesn't have to make a decision tonight. The Planning Commission agreed on setting up a work session with the HPC and will contact City Clerk Loff to schedule it. Commissioner Fallon motioned to table until work session with HPC and CC if they are available .Seconded by Thompson. All in favor. Motion carried. NON -HEARING ITEM: 3.2. Election of 2010 Planning Commission Chair and Vice Chair. Commissioner Fallon nominated Pam Black for Chair. Seconded by Commissioner Kolles. Motion carried 4-0. Chair Black abstained. Commissioner Kolles nominated Dave Thompson as Vice -Chair. Seconded by Commissioner Stritesky. Motion carried 4-0. Commissioner Thompson abstained. Planning Commission Meeting February 1, 2010. Page 4. 4. Any other Planning Commission Business. 4.1. Update on City Council actions by Councilmember Heidner. CM Heidner updated the Commission. 4.2. Update on future Planning Commission Agenda Items by Tami Loff. City Clerk Loff stated the Darkenwald application will be on the March 15t agenda. 5. Adjournment by 10 PM. Commissioner Fallon motioned to adjourn. Seconded by Commissioner Thompson. All in favor. Adjourned at 8:12 PM. Pam Black, Chair Attest: Tami Loff, City Clerk